With millions of emails now allegedly missing from the White House and Republican National Committee (RNC) servers, email archiving solutions have been elevated to the national spotlight as a mission-critical technology that can guarantee that organizations, both government and business, capture and preserve historical email and provide reliable access to all archived email.
Today's email archiving solutions can capture a copy of email continuously from email servers and preserve all historical email in separate servers. These email archive servers are designed to keep all email, sent and received by users in the organization, cost-effectively for the period of time defined by the organization's retention policies, typically three to seven years. In addition, there are next-generation email archiving solutions available today that also retain other important information stored in messaging systems such as calendar appointments and contact listings.
"The last five to 10 years has seen dramatic growth in the use of email not just in corporations but also in government," said T.M. Ravi, president and CEO of Mimosa Systems, a developer of award-winning, next-generation email archiving solutions. "Email archiving solutions are the only reliable and cost-effective way to keep email. They have become a 'must have' solution for organizations to preserve historical email and enable search and recovery in the event of legal discovery or litigation."
Today, email is the essential tool used for not just communication, but also decision making within organizations. As email is being recognized as a record for government and businesses, most organizations are beginning to retain email in separate servers using a new category of email archiving solutions.
Email Archiving: Retention and Quick Retrieval
Messages stored in an email archive cannot be improperly deleted even if an employee or staffer deletes the message from their Inbox and/or Deleted Items folder. To preserve and to provide reliable access to all email communication, archive servers can retain all mailbox contents. The time period for which the data is retained is based on policies determined by legal and administrative policy managers, not by end-users.Email archiving solutions can be highly effective for meeting a wide range of government and business needs. Governmental agencies covered by the Presidential Records Act or other regulations for email preservation will benefit from the ability to efficiently store this critical information while ensuring that it is protected from improper deletion by end-users.
Businesses today face similar requirements to archive email. These business needs were initially driven by regulations in specific industries such as financial services or healthcare; however, more recent changes to the Federal Rules of Civil Procedures now require any organization to preserve email and other electronic documents that are part of the electronic discovery process of a civil litigation.
A key feature of the new email archiving solutions is their ability to index all email, attachments, calendar items, and contacts so that they can be searched and discovered by legal officers via Google-style searches. These searches typically find results in seconds and minutes, versus manual search methods that can take weeks or months. Coupled together, email archive and powerful search capabilities provide governmental and business organizations with the tools needed to cost effectively ensure that they meet their statutory obligations.
About Mimosa NearPoint
Mimosa NearPoint addresses critical customer requirements around email information archiving, eDiscovery, regulatory compliance, data protection, disaster recovery, and storage optimization. Mimosa NearPoint provides immediate mailbox and message recovery, disaster recovery, email archiving, and self-service search and access in one solution. By leveraging cost-effective storage, NearPoint also optimizes e-mail storage and reduces overall infrastructure costs.
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